Privacy Policy — Holos Holistic Training Ltd

Last updated: 3 September 2025

1. Who we are

Holos Holistic Training Ltd (“Holos”, “we”, “us”, “our”) provides staff training and related resources to schools.

• Legal entity: Holos Holistic Training Ltd (Company No. 16509930)

• Registered office: 5 Cornel Close, Hazlemere, HP15 7RS, United Kingdom

• Website covered: holosholistictraining.com

• Contact for privacy matters: contact@holosholistictraining.com

• ICO registration: ZB962383

This policy explains what personal data we collect on this website and through our services, how we use it, and your rights.

2. What data we collect

2.1 Schools and staff (business contacts)

• School name, school email addresses, job titles, names of staff who contact us, purchase records, messages and notes relating to your enquiry or account.

• Any other details you choose to share in forms, emails or calls.

2.2 Website users

• Contact form submissions (name, work email, message).

• Technical data from essential site operations (via Wix), such as IP address, device and browser information necessary to provide and secure the site.

• We do not use separate advertising trackers. If Wix deploys standard operational analytics, these are limited to site performance and security.

2.3 Children’s data

We do not collect children’s personal data on our website. Our objective coordination tracking uses aggregated statistics only. We do not receive pupil names or other direct identifiers. If a school chooses to share any pupil-level information with us, the school remains the controller and must ensure it is anonymised before sharing.

3. How we use your data (purposes and lawful bases)

• To provide our services and manage your account (contract).

• To respond to enquiries and support requests (legitimate interests).

• To operate and secure our website and portal (legitimate interests; and legal obligation where applicable).

• Billing, invoicing and record-keeping (legal obligation and contract).

• Updates about Holos for existing or prospective school customers (legitimate interests: B2B relationship management). You can opt out at any time.

• Cookies and similar technologies (consent for non-essential cookies; see Cookies Policy).

If we ever rely on consent, you can withdraw it at any time.

4. Who we share data with (processors)

We use trusted service providers who process data on our behalf:

• Wix – website hosting and essential site functionality.

• MemberSpace – secure portal access (Holos Hub).

• Vimeo – video hosting/embeds.

• Google Workspace – email and document handling.

• GoCardless – payment collection for direct debit, where used.

• Accounting and professional advisers – for tax and compliance.

We do not sell your data. We may disclose information where required by law or to protect our rights.

5. International transfers

Our providers may process data outside the UK/EEA. Where they do, we ensure appropriate safeguards such as Standard Contractual Clauses or participation in recognised transfer frameworks.

6. Data retention

• Customer and invoice records: 6 years from the end of the financial year in which the record was created.

• Enquiries and support emails: up to 24 months after last contact if no contract is formed.

• Portal access records: for the duration of the subscription and up to 12 months after closure.
  We may retain data longer if required by law or to establish, exercise, or defend legal claims.

7. Your rights

You have the right to request: access, correction, deletion, restriction, objection to processing, and data portability. To exercise your rights, email contact@holosholistictraining.com. We may need to verify your identity.

8. Cookies

See our Cookies Policy for details of how we use cookies and how to manage your preferences.

9. Security

We implement reasonable technical and organisational measures appropriate to the risk, including HTTPS, role-based access, and secure processors. No system is perfectly secure, so please avoid sending sensitive information by unsecured channels.

10. Third-party links and embeds

Our site may include links or embeds (for example, Vimeo). Those providers may set their own cookies. Please review their privacy information.

11. Contact and complaints

Questions or requests: contact@holosholistictraining.com
You can also complain to the UK Information Commissioner’s Office (ICO): ico.org.uk. We would appreciate the chance to address your concerns first.

12. Changes to this policy

We may update this policy from time to time. The latest version will always be posted on this page with the “Last updated” date.